1006 Governance Policy Review Part 2

Board Meetings

Agenda

Meetings will be based on the Annual Agenda
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Copies of the agenda of the open session, and associated reports, will be forwarded to board members, and be available from the school office, at least two working days before the meeting
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Meeting Procedures

Regular meetings will commence at 5:30pm and conclude by 7:45pm
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A resolution for an extension of time not exceeding half an hour may be moved
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Any business remaining on the agenda at the conclusion of the meeting will be transferred to the following meeting
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All resolutions and amendments moved in debate must be seconded unless moved by the chairperson
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Resolutions and amendments once proposed and accepted may not be withdrawn without the consent of the meeting
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No further amendments may be accepted until the first one is disposed of
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The mover of a resolution has the right of reply
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A matter already discussed may not be reintroduced at the same meeting in any guise or by way of an amendment
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The order of the agenda may be varied by board resolution
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The minutes will only record the resolutions of the board, and reports and other documents adopted by the board
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The minutes will be distributed prior to the following meeting
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Copies of the minutes will be available to the public from the school office
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These meeting procedures may be suspended by board resolution
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A special meeting may be called by delivery of a notice to the chairperson signed by at least one third of the trustees
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Comment: Meeting Procedures
Currently copies of minutes only on website? Do we need to have hard copy set too?Some of these could be explained more to make sure people understand them fully.

Meeting Agenda

A typical agenda will be as follows, times are approximate guidelines only
1. Administration Matters 5 mins - (1) Apologies (2) Confirmation of minutes
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2. Board Correspondence 5-15 mins
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3. Financial Report 5-15 mins - Presentation and analysis of the financial accounts
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4. Policy Report or Curriculum Report (see Annual Agenda) 5-15 mins
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5. Strategic Goals (see Annual Agenda) 30-60 mins - Ongoing summary of progress to date - principal to report Board discussion
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6. Special issues (see Annual Agenda) 30-60 mins
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7. Meeting Closure 5-15 mins - (1) Comments on meeting procedures and outcomes (2) Preparation for next meeting
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Comment: Meeting Agenda
All reports actually take alot less time than suggested aboveSpecial issues will need a separate meeting time if they are going to be 30-60 minutes.

Board Committees

The board may set up committees to help carry out its responsibilities (e.g. staff appointments, discipline).
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Board Committees:
Are to be used sparingly
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May use non-trustees as sources of advice but only trustees can be part of the decision making process
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Assist the board chiefly by preparing policy alternatives and implications for board deliberation
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Will have terms of reference that contain information about the following: Purpose, Committee members, Duties and responsibilities, Reporting procedures/schedule, Budget (if necessary)
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Comment: Board Committees
Has been a strength of our board in the past not to have committees unless required for a particular purposeThe Appointments committee should be the parent trustees, pricipal and staff rep. Because at the end of the day the board has the last say and board members need to know who is in our school. I dont think it fair that board members are left out of processess as important as these.

Board Review

(This survey will form the basis of the Board review)
Each trustee will annually evaluate their own contribution to the board and their individual effectiveness. The basis of this review shall be the Governance Policy.
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The board chairperson will annually evaluate his/her effectiveness and performance in discussion with individual trustees and the principal.
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The chairperson will co-ordinate an annual review of the effectiveness of the board of trustees and provide a report to the board on the outcomes. The review will be based on the Strategic Plan and the Governance Policy.
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Comment: Board Review
I am not totally clear on the review process.very good having all the infomation on line so that the rules and regulation that we dont understand we can discuss them
General Comment
Good to go through as there is some terminology and statements that I didn't quite understand which would be good to have explained - I am sure (hope) I am not the only one!ka pai matua DonAs i am a new board member,I was not sure how to rate some of these questions. As I become more involved and up with the play, I'm sure i will have much more to say!